Under the direct supervision of the Programme Analyst, Inclusive Green Growth for Sustainable Development (IGSD), the Project Assistant will be expected to closely coordinate his/her activities with the UNDP Thailand Deputy Resident Representative (DRR), Team Leader for Inclusive Green Growth for Sustainable Development (IGSD), and Programme Associates. He or she provides ongoing project and administrative assistance and support to the project as assigned by the team, performing a variety of standard administrative and financial processes ensuring high quality and accuracy of work as well as working in collaboration with UNDP Bangkok Regional Hub (BRH) to exchange information and ensure consistent services delivery.

 

Summary of Key Functions:

1. Provide support to management of ongoing project activities through the following tasks and duties:

  • Collection, analysis and presentation of information for joint planning meeting, quarterly work plans, and budget work plans to support project implementation;
  • Prepare information for Project Manager for his/her advice to donor, Implementing Partners and UNDP;
  • Creating project in UNDP’s financial and administrative system, prepare budget revisions, revision of project status, determination of unutilized funds;
  • Prepare and regularly update the Annual Workplan and the project budget; and
  • Undertake project operational and financial closure formalities including submission of terminal reports, transfer and disposal of equipment, processing of semi-final and final revision and support project manager in preparing the terminal assessment reports.

2. Ensures effectiveadministrative and logistical support for the achievement of the outcomes of the project, focusing on achievement of the following results:

  • Support national project implementation activities according to UNDP workflows (including Individual Contract (IC) process, organization of forums, workshops, travel, etc);
  • Contacts with visitors and project personnel, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes;
  • Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions;
  • Translation of correspondences from Thai to English and vice versa, when needed;
  • Maintenance of records/ documents/ files relating to the project in a user friendly manner
  • Be responsible for assigned correspondence and other administrative tasks including creating e-requisitions;
  • Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents;
  • Preparing correspondences relating to the implementation of the projects;
  • Making logistical arrangements for the field visits and missions of the project team;
  • Administrative support to conferences and workshops;
  • Assistance in proper control of supporting documents for payments and financial reports;
  • Check related forms delivered by Implementing Partners for completion before submitting them to the Finance or Procurement Unit;
  • Proper receipting of goods and services;
  • Preparation of routine correspondence, faxes, memorandum and reports to partners;
  • Extracting, inputting, copying and filing data from various sources as required;
  • Maintain a proper filing system for financial records ensuring safekeeping of confidential materials; and
  • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Programme Specialist and Programme Analyst.

3. Provides support to project maintenance and assets management, focusing on achievement of the following results:

  • Act as a backup to the Asset Focal point in the maintenance of records on assets management; and
  • Maintenance of files and records relevant to project maintenance.

4. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

  • Participation in the training for the operations/programme staff and other trainings as appropriate; and
  • Sound contributions to knowledge networks and communities of practice.
  • Provide surge capacity to COs as needed.

Core

 

Innovation

Ability to make new and useful ideas work

Level 2: Analyzes complex technical materials (including data) and makes concise, relevant recommendations

Leadership

Ability to persuade others to follow

Level 2: Proactively identifies new opportunities and challenges

People Management

Ability to improve performance and satisfaction

Level 2: Takes ownership of responsibilities

Communication

Ability to listen, adapt, persuade and transform

Level 2: Understands, explains and shares information on assigned tasks with accuracy and clarity

Delivery

Ability to get things done while exercising good judgement

Level 2: Meets goals and timelines for delivery of products or services;    

Technical/Functional

 

Results-Based Programme Development and Management

Level 2: Execute & Learn:Performs defined tasks efficiently and deepens knowledge of area of work

Building Strategic Partnerships

Ability to track and report on mobilized resources

Level 2: Execute & Learn:Performs defined tasks efficiently and deepens knowledge of area of work

Promoting Organizational Learning and Knowledge Sharing

Ability to research best practices and share new ways of doing things

Level 2: Execute & Learn:Performs defined tasks efficiently and deepens knowledge of area of work

Job Knowledge/ Technical Expertise

Ability to understand main processes and methods of work regarding to the position

Level 2: Execute & Learn:Performs defined tasks efficiently and deepens knowledge of area of work

Client Orientation

Ability to respond to client needs promptly

Level 2: Execute & Learn:Performs defined tasks efficiently and deepens knowledge of area of work

 

Education:

  • Thai national with Secondary education; Bachelor’s degree in Business Administration, Commerce, Human Resources, Finance, Social Sciences, International Relations and any other related fields would be desirable but it is not a requirement.

Experience and Skills:

  • Minimum five (5) years (with Secondary education), or, minimum two (2) years (with Bachelor Degree) of relevant experience in administration or programme support service.]
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
  • Experience in handling web-based management systems.

Language Requirements:

  • Excellent command of writing and speaking Thai and English.

Important applicant information

All posts in the SC categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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Contract Duration: 1 year with possibility of extension

This vacancy is archived.

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